Rejection Note
/glossary/rejection-noteFormal documentation of non-conforming material to be returned or replaced by supplier.
A rejection note is the buyer paper that records a pipe lot failing the PO. It cites the heat, the failed check, and the disposition: return, replace, or scrap. Kanpur receiving uses it at the Bartan Bazar yard or at site before anyone cuts or paints. Identify and segregate the affected lot so it cannot enter cutting, coating, or dispatch before disposition. GST 18% extra stays on the credit or replacement invoice.
In detail
Rejection Note is the formal documentation issued by a buyer to a supplier identifying material that fails to meet specification requirements. It details the nature of non-conformance (dimensional out-of-tolerance, chemical deviation, mechanical failure, surface defects), references the MTC heat number, and states disposition (return for credit, replacement, or scrap). Rejection notes trigger supplier corrective action and are essential for quality tracking and supplier performance evaluation in B2B procurement.
What a rejection note is, and what it is not
A rejection note records a non-conformance against the written order. The rejection-criteria checklist already defines it that way: cite the heat, name the failed check, and state return, replacement, or scrap. Verbal "this looks thin" is not a record.
Identify the affected heat and quantity, segregate the material, prevent cutting or dispatch, then record the measured failure and disposition. Recheck corrected or replacement material against the same PO before release. These controls keep a rejected length out of the accepted stack and give the supplier one traceable case to act on.
A rejection note is not a price complaint. It is not a preference for another mill brand. It is not a way to reopen a class the drawing already accepted. It is not a dispatch challan. The challan proves what left the yard. The note proves what the receiver will not take.
A concession is a written acceptance of a named deviation. It is the opposite of a rejection. Do not write both on the same line.
Who should raise the note, and who should not
Raise it when measured wall, OD, length, end finish, coating, grade, or certificate fails the PO and the named product standard. That duty sits with the receiving inspector at Kanpur or at the UP site store. PWD and JJM contractors, fire-system installers, borewell contractors, sugar-mill stores, and hydraulic shops all use the same paper.
Do not raise it because a cheaper Light class exists on the price list. Do not raise it because another mill brochure shows a thicker wall. Do not raise it to delay payment on a lot that meets the order.
Do not use a seamless minus-wall memory on an IS 1239 class lot. Do not use an IS 1239 class name on an IS 3589 OD × wall line. Each family has its own limit page on this site.
A TPI hold is not yet a rejection note. If SGS, Bureau Veritas, Lloyds, or TUV stops a heat, write the failed test and the governing clause, then decide return, retest, or concession under the ITP.
Failure mode versus disposition
Name the failure and the disposition as two fields. The table restates the receiving checks already listed on the rejection-criteria cluster. Units and limits come from the PO and its standard, not from a remembered percentage.
| Failed check | What to cite | Typical disposition | Do not write |
|---|---|---|---|
| Wall under the ordered class or millimetre | NB or OD, ordered wall, measured wall, instrument | Hold, then return or replace | Looks light |
| Wrong end finish | Ordered PE / bevel / T&C, as-received end | Return or recut only if the PO allows recut | Welder can fix it |
| Grade or heat mismatch | PO grade, stencil, MTC heat | Hold the whole heat | Sort after cutting |
| Certificate type missing | Ordered 3.1 / 3.2 / IBR form | Hold until the named paper arrives | ISO 9001 factory cert as substitute |
| Surface lamination or pit after blast | Location, NDE method on the ITP | Segregate; do not grind into minimum wall | Paint will hide it |
Record the new check result against the original requirement before release. A recut bevel or a replacement length still needs the same receiving checks before it joins the accepted stack.
How to write the note so the yard can act
Write it before the vehicle is released onto the NH route. A note that arrives after the pipe is painted is how a Unnao contractor loses both the steel and the argument. Send the same fields on the RFQ next time so the gate has a limit.
- PO number, supplier, date, location (Kanpur yard or named site).
- Size, class or wall, grade, length, quantity rejected, quantity still on hold.
- Heat number from stencil and from the MTC. Attach the certificate page.
- Failed check with the measured value and the PO / standard limit.
- Disposition asked: return for credit, replacement, or scrap. Concession only if the designer signs.
- Photographs of stencil, end, and the instrument reading. Packing list line.
Worked wall screen on 80 NB Medium
Take 80 NB Medium from the site weight table: OD 88.9 mm, wall 4.0 mm. W = (88.9 − 4.0) × 4.0 × 0.02466 = 84.9 × 4.0 × 0.02466 = 8.37 kg/m. A 6 m length is 50.2 kg. One hundred lengths are 5.02 MT.
The MS ERW price list band for 80 NB Medium is ₹52-58 per kg as of 24 May 2026, ex-warehouse Kanpur, GST 18% extra. That steel line is about 5.02 × 52,000 = ₹2.61 lakh to 5.02 × 58,000 = ₹2.91 lakh before freight.
If a sample length measures 3.3 mm wall, W = (88.9 − 3.3) × 3.3 × 0.02466 = 6.97 kg/m. That mass shortfall is a reason to measure the rest of the sample with a calibrated ultrasonic gauge. Acceptance still follows the ordered Medium class and its IS 1239 limit, not the kilogram difference alone. Write 3.3 mm versus 4.0 mm Medium on the note.
Common mistakes on rejection paper
In practice, the first error is a note that says "quality issue" with no heat and no measured wall. The supplier cannot replace a nameless bundle. The yard cannot isolate the heat.
The second error is mixing product families. An IS 1239 Medium wall is not an ASTM A53 schedule wall. The rejection-criteria table on this site maps each product to its own standard page.
The third error is grinding a lamination to "make it look clean." That removes wall. Record the defect and segregate the length.
The fourth error is signing the challan as clean and sending a rejection WhatsApp the next morning. The signed challan is the receipt condition. Photograph damage on the vehicle.
Standards and quality-system clauses
The rejection note is the operating record for one nonconforming lot. Record the heat, affected quantity, failed requirement, evidence, decision owner, and disposition so receiving can isolate the material and the supplier can act on the same case.
The product limit still comes from the standard on the PO: IS 1239 class walls, IS 3589 OD and stated wall, ASTM A53 NPS and schedule, DIN 2391 / EN 10305 dimensional classes. IBR documentation uses Form III-A for steam pipes, Form III-B for tubes, and Form III-C for boiler mountings and fittings.
EN 10204:2004 names the certificate type. A missing Type 3.1 is a document non-conformance. It is not a wall non-conformance. Write the right field.
Raising a rejection at the Kanpur yard
Do the paper match, the heat match, and a sample OD and wall check before the truck leaves Bartan Bazar. Panki is about 12 km, Dada Nagar about 8 km, and Jajmau about 10 km from that stockyard. Intra-city runs still need the same hold if the class is wrong.
The Kanpur steel market page and steel pipes in Kanpur describe the yard catchment. Mixed-class bundles and remarking are the failures that show up there. Check stencil, tag, packing list, and MTC together.
RP Sales coordinates TPI at the yard when the RFQ names the agency. A hold raised during that visit still needs a written note. A verbal stop from the inspector is the trigger, not the record.
Hold, concession, and replacement
Segregate first. Mark the hold area and keep rejected lengths off the accepted stack and the next cutting list. Do not let a credit discussion release material that has not passed the original receiving checks.
Replacement lengths must carry a new receiving check. Same size, same class, same heat-identity rule. A replacement that arrives without an MTC is a second non-conformance.
Concession needs the designer's name. A JJM engineer can accept a random-length overrun. That engineer cannot accept under-wall Medium by informal SMS. Put the concession number on the PO revision.
Tender lots and third-party holds
PWD and JJM tenders often paste a rejection clause into the contract. Copy that clause onto the RFQ so the mill knows the gate. See PWD tender pipe and JJM contractor pipe.
Fire-hydrant and GI lots fail after coating more often than on black pipe. Inspect after the zinc claim, not only on the black mill wash. The amended IS 4736 minimum average zinc mass used on this site is 360 g/m² where that standard applies. A GI pipes in Kanpur hydrant lot that meets wall and fails coating mass is a coating reject, not a class reject. Write the failed grams on the note.
Borewell casing uses thread-gauge and coupling-count checks that water pipe does not. See drill and borewell pipes in Kanpur. A missing coupling is a quantity reject, not a wall reject.
After the truck has left for Unnao or Agra
When a nonconformity is found after delivery, inform the supplier, keep the lot segregated at site, and write the same heat and measurement fields. Steel pipes in Unnao and steel pipes in Agra are destination pages, not a different receiving rule.
Daily dispatch from the Kanpur yard covers Uttar Pradesh, Bihar, Madhya Pradesh, Delhi NCR, and Uttarakhand. A note raised in Varanasi or Bareilly still has to name the challan number that left 208014.
The glossary lead-time bands describe order to dispatch: 3-7 days for stock, 14-21 days for mill-direct standard grades, and 21-30 days for mill-direct alloy. Use them only to plan a new replacement order; they are not promised rejection or credit windows.
Where you'll meet this in procurement
You will meet Rejection Note in inspection plans, dispatch packs, and tender checklists. Keep heat identity, certificate type, and any third-party witness tied to the order so Rejection Note is usable evidence at site acceptance—not a loose attachment after delivery.
Related terms
Related resources
Key points
- A rejection note cites heat, failed check, and disposition. Talk is not a record.
- Identify and segregate the affected lot, then retain the measured failure, evidence, decision owner, and disposition on one note.
- Reject against the PO and its product standard. Do not mix IS 1239 class walls with schedule walls.
- 80 NB Medium is 8.37 kg/m and 50.2 kg per 6 m on the site weight table. Mass screens wall; it does not replace the class limit.
- Photograph damage on the vehicle. A clean signed challan fights a later note.
Frequently asked questions
Sources
- ISO 9001:2015. Quality management systems. Requirements, clause 8.7 Control of nonconforming outputs (8.7.1 actions; 8.7.2 documented information) (International Organization for Standardization)
- Indian Boiler Regulations, 1950. Forms index: III-A steam pipes, III-B tubes, III-C boiler mountings and fittings (Central Boilers Board, Government of India)
- IS 4736:1986 Amendment 3 (2002). Hot-dip zinc coatings on mild steel tubes: minimum average zinc mass 360 g/m² as used on this site (Bureau of Indian Standards)